User Manual Hotelmedia News 5. First steps

User Manual Hotelmedia News 5. First steps
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User Manual Hotelmedia News!
Englisch Version!
from 03. Oktober 2014
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Content!
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Foreword
2. Example-Layout
3. First steps
4. Quick overview
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4.1 Intuitive operation
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4.2 Create your own articles
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4.3 Easy image editing
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4.4 Article recurrence
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4.5 Daily weather forecast
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4.6 Daily news content
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4.7 Sudoko
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4.8. PDF-output A3 or A4
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5. First steps
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5.1 Browser requirements
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5.2 Login and first settings
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6. The User Interface
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6.1 User Interface Overview
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6.1.1 The most important areas of the user interface
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6.2 User Interface - Article area
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6.2.1 The different areas of the article generator
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7. Generating and Editing your own Articles
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7.1 Define Article Space
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7.2 Edit Article
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7.3 Headline, Text or Image Hide or Show
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7.4 Show/Hide Columns
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7.5 Article Recurrence
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7.6 Categorization
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7.7 Delete Block
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7.8 Cancel Edit
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7.9 Save Article
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7.10 Editing Options in an Article (Text Editing)
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7.11 Insert images
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7.12 Resize/Crop Images
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7.13 Image Cropping
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7.14 Special Image editing, Color adaptions, etc.
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7.15 Save Article
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7.16 Calender
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7.17 Save Paper and Download PDF
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7.18 Overview Articles- and Images Database and Settings
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7.19 Logout
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8. Create a foreign language issue
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8.1 Select Languages
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8.2 Create foreign language issue
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8.3 Example view
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8.4 Setting the foreign language publication title
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8.5 Translate your own articles
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8.6 Weather and Press-Articles
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8.7 Save paper
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8.8 Article changes in the main publication - edit translation
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8.9 Special case - Newscontent Germany and Austria
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8.8 Article changes in the main publication
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Häufige Fragen und Probleme - Inhaltsverzeichnis
9. Frequently asked questions
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General Questions
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Layout/Printing Questions
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Article Questions
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Theme: Image editing
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Foreword
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Congratulations! - You made the right decision to use Hotelmedia News for a modern and efficient
publishing tool, which will make your daily work easier.
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As with every important marketing activity a few thoughts into good planing are necessary and
helpful to make your work easy and efficient.
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In addition to this Manual we provide an empty layout grid for your planning as well as a few ideas
for the layout of your new hotel newspaper.
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Questions, ideas or requests?
Contact our support team via Email
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[email protected]
We are looking forward to assisting you. Your recommendations will be evaluated for our future
development.
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Best regards
your Hotelmedia News Team
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Copyright and all rights:
Hotelmedia Service GmbH
Zeughausgasse 3
A-6020 Innsbruck
www.hotelmediaservice.com
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2. Example-Layout
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3. First steps
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TIP: Print the layout grid (attachment 1) and plan the layout of your newspaper . Define
where you want to publish certain information.
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• Which themes should appear on which page? (Example:. the most important daily news on
page one, activity and SPA information on page 2, preview for the next day on page 3, …)
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• Which information is recurring daily? (Example: Welcome text, Menü, SPA-appointments,
weather,, …)
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• Which information is recurring weekly or bi-weekly? (Example: local events, sports
activities, Menu, house events, …)
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• Plan your recurring articles in an order so they don't interfere with each other!
Example: In your monday issue you have a weekly recurrent article at a certain space. The
next day you can’t place a daily recurrent article at the same space as it would collide with
the following mondays weekly article.
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4. Quick overview
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4.1 Intuitive operation
The user interface is made for simple operation, technical or graphic know-how are not required.
Average knowledge about computers are enough to use Hotelmedia News.
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4.2 Create your own articles
Create as many articles as you want - holding the exact information which is important to you and
your guests.
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4.3 Easy image editing
Our own image editing tool scales your images automatically to the space available in your articles.
Image cropping is done directly in Hotelmedia News - no need for complicating to use editing
programs like photoshop etc.
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4.4 Article recurrence
Define your articles, on which day and on what space they should appear automatically - and
change the settings anytime.
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4.5 Daily weather forecast
We provide a daily local forecast as well as a 5 day forecast - you just select where you want to
place the weather.
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4.6 Daily news content
To provide a newspaper „look and feel“ for your daily morning news you can choose from different
news paper topics every day and place them automatically - or you can choose every article
individually from our news database.
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4.7 Sudoko
Our Sudoko-Generator produces a unique sudoko every time you refresh your newspaper;
difficulties are available in easy, medium or difficult.
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4.8. PDF-output A3 or A4
Hotelmedia News produces a print ready PDF based on your layout. Are there short notice changes?
Just edit your layout and produce a new PDF.
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User Manual Hotelmedia News!
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5. First steps
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5.1 Browser requirements
To guarantee a flawless operation of the web based software you will need to use the latest version
of the Google Chrome browser. Free download http://www.google.at/intl/de/chrome/browser/ or
download it directly from our Website.
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Important
Your browser must be set at 100% view in order do guarantee a satisfying output!
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5.2 Login and first settings
Register for your account at our website
https://news.hotelmediaservice.com/register
and follow the registration process.
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As soon as your account is confirmed we send you an email with further information and then you
can login at https://news.hotelmediaservice.com/login.
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After the first Login you will be asked to confirm your billing information, enter your newspapers title
and set the corporate color. At the next page you can upload your company logo and the title image
for your newspaper.
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TIPP: Die Platzhalter für Ihr Logo und Ihr Titelbild haben ein fest
definiertes Format, das Sie bereits bei Ihrer Bildauswahl
berücksichtigen sollten. Detailbearbeitung ist zwar auch nach dem
Bild-Upload noch möglich aber der gewünschte Bildausschnitt evtl.
nicht ideal wählbar (Quadrat für Logo, Querformat-Streifen für
Titelbild).
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Titelbild - 21 cm breit und 4,3 cm hoch bei 200 dpi, maximal 10 MB
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Logo - 5 cm breit bei 200 dpi, maximal 10 MB
After the Login the layout appears with todays information.
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6. The User Interface
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6.1 User Interface Overview
After the first Login you will see the user interface with the layout for your newspaper.
Title image, Logo, your selected name for the newspaper and your corporate color are defined
already.
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6.1.1 The most important areas of the user interface
1) Blue menu area at the right side: ‚„Paper-, Article- and Image-Database, Settings area and help
button“
This is where you mange your
• issues, articles and images
• access daily news articles
• weather and sudoko and
• manage the settings (color, font, etc) of Hotelmedia News (details below)
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2) On top of the layout pages „Page menu“
In „Page menu“ you can automatically add news content or clear the page
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3) Bottom left side: „Save Paper“
After saving the paper, the PDF output options are displayed
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4) Main layout area:
Layout with gray-colored grid areas (four pages, scroll right or left)
In the grid layout you can generate or place your articles. One single grid defines the smallest article
size possible.
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6.2 User Interface - Article area
After you have selected a grid field, define the article size and click „edit“.
You have the following options:
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6.2.1 The different areas of the article generator
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Article field: the area where you enter and store all article information
All information and images are displayed in an article field. An article may
consist of a headline, text area and image - all areas can be activated or
deactivated individually.
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Formatting panel: these are the options for your text formats
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Article Menu: The menu is only displayed if an article is active. In this menu
you select the different options for an article.
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Details in the next section
„Generate and edit your own article“
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7. Generating and Editing your own Articles
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7.1 Define Article Space
Start selecting one grid and define the size of the article using the
sidebars of the article field.
You can drag the field in any direction where space is available or
you can make the article smaller!
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7.2 Edit Article
Click „edit“ in the article. On the top left of the window the article menu will be displayed.
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7.3 Headline, Text or Image Hide or Show
➡hides or shows the chosen option.
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7.4 Show/Hide Columns
➡activates or deactivates the columns in your article and defines how the
text is displayed.
Text in articles wider than one column are displayed in multiple columns by
default. If you want the text to be displayed in a single column, select „Hide
columns“ in the article menu.
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7.5 Article Recurrence
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➡ Recurring information can be set in an article to be
displayed in future issues at any given day and
space.
➡ Example: You are working on a monday’s issue of
your publication and you want to communicate
your weekly outdoor activity for mondays: Choose
the weekly recurring option and the article will be
displayed every monday automatically.
Important: If you delete a given article with article recurrence from the layout, you will be asked if
you also want to delete the recurrence setting. If you choose „no“ the article will be displayed again
in the following week in the given space.
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Attention - Changes in an article with a recurrence setting are automatically updated in every issue
where the article is displayed.
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IF you want to be able to edit a given article for more days in the future (e.g. the daily menu) we
recommend to use the „weekly“ recurrence setting for each article per day.
Make a unique article for every day and name it „menu“. Edit the correct menu information in the
articles on the correct days. This will help you to prevent some unwanted changes in a daily article!
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7.6 Categorization
➡ We recommend to sort your articles in a logical scheme.
First select „My Articles“ in the Article-Database and define a new category. Select the „+“ symbol
next to „My Articles“, enter a name for your category and save.
Categories can be renamed by clicking the „Setting“ symbol next to the category name.
The same procedure applies for the image database!
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7.7 Delete Block
The selected article will be deleted from the layout, but will still be stored in the article database!
If you deleted an article by accident from the layout select the article from the database and drag it
back into the layout.
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7.8 Cancel Edit
The current editing of the article will be canceled and any changes in the article will be lost. The
article will be stored in its original version in the article database and in the layout.
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7.9 Save Article
All changes in the article will be saved and stored in geh article database.
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7.10 Editing Options in an Article (Text Editing)
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➡ The areas „Headline“ and „Text“ will give you the following editing options:
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B:
Bold
U:
Underscore
I:
Italic
Justify
Center
Left
Right
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Add hyphens:
This function will add hyphens automatically where needed - always use when
text shall be written in justification - Do not set hyphens manually except in
areas where needed intentionally!
Insert List:
Insert List at a given block or text area (it will add a dot for each paragraph)
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7.11 Insert images
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➡ Images always use the frame of an article field
• Activate the article, where you want to add the
image by selecting „⁄“
• Select the image from the Image database „Images
- My Images“
• Drag and drop the image into the article space
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Images are always displayed at the bottom of an
article space. If you don’t want any text with the
picture, select „Hide Headline“ and Hide Text“ in the
article menu.
Image -Uploader
The image will automatically be sized to the given
space in the article. If you want the image to be
displayed on a larger scale you need to resize the article field.
Images should have a resolution of 150 to 300 dpi for a good printing result!
Once uploaded, images will be stored automatically in your image database for future use.
Images are easily uploaded in the Image Database by selecting the „+“ symbol there. You can also
upload multiple images.
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Tipp: Portrait-style images may appear with a white border left and right if there is not
enough space available in the article field. If you wish to display a larger image, resize the
article or crop the image - refer to next chapter.
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7.12 Resize/Crop Images
The Image will be scaled automatically. If the image is too small and you wish to display the image
larger, resize the article or crop the image.
Attention: Images are only scaled up to their original size and will not be enlarged to avoid loss in
quality. Please upload a larger version of the image.
before - Image is too small and
does not fill out the available space
after - Image resizes automatically to
fit a larger article field
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7.13 Image Cropping
You can crop your image directly in the article using the Image cropping tool. The cropped image will
be saved as a new image in your database, the original image is still available.
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7.14 Special Image editing, Color adaptions, etc.
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➡ The image tool in Hotelmedia News is deliberately reduced to the functions „Resize“ and
„Image cropping“.
For additional image editing use an appropriate Image Editing Program. If you want to optimize your
images for use in Hotelmedia News, please refer to the following specifications of our layout grid:
4 columns and 12 rows, therefore a maximum of 48 grid units. One single grid is 175 x 80 pixels, the
area between two grids is 6 pixels (Annex 2)
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7.15 Save Article
By clicking „Save Article“ your article and its position in the layout are saved, the article is also saved
in „My Articles - uncategorized“ or in your selected category for future use.
The information about the recurrence cycle will be saved as well. After saving, the article will be
closed automatically.
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7.16 Calender
Using the „Calendar“ in the „⁄“ tab you can produce an issue for any
day of the year.
By clicking on a given date the layout for this day will be displayed.
Using an additional layout for a day
In the calender click the white area above the icon on the selected
date. A new layout for this day will be displayed.
The new Layout will contain the articles with recurrence settings, but
no other articles or news articles.
Attention: If you delete the recurrence setting of an article, this will
effect the main issue layout in the future and delete those settings
there as well!
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7.17 Save Paper and Download PDF
After finalizing your paper you can save it by clicking „Save
Paper“, this will store the paper in „My papers“ and display the
PDF output options. You can open and edit the paper anytime by
selecting it in „My papers“ or from the calendar.
Older issues will be deleted automatically after one month.
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Tipp: If you want to save your PDFs please download and
store the PDF to your local computer.
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For the download of the PDF you have the following options:
• A3: Two pages A3, double-sided (pages 1-4 from the Layout)
• A4: Two pages A4, double-sided (Page 1 and 2 from the Layout)
• A4/4: Four pages A4, double-sided (pages 1 to 4 from the Layout)
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7.18 Overview Articles- and Images Database and Settings
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In the „Articles“ file all News Content Articles are stored in
different categories.
If you don’t like an automatically placed article in your issue just
delete it and select another article from the file. Every article is
available in different sizes displayed in the article preview.
Make sure the space available fits the article size, otherwise it
cannot be dragged into the layout.
In the „Games“ section you find the Sudoko in three different
difficulties.
Placed in your issue and set with daily recurrence, a new Sudoko
is generated every time you open the issue.
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The „Weather“ file gives you the option of a daily local forecast
and a 5-day-forecast, which can be placed separately in the layout
of your paper. You can also choose a recurrence in the article
menu. Weather data is updated four times a day.
„Images“ is the place where all your images are stored. You can
use them easily by dragging them into an article field.
By clicking the „+“ symbol you can also upload multiple images.
Images should be upload in a minimum resolution of 150 dpi and should no succeed 2 MB. The
maximum size is 10 MB.
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Tipp: Larger images (more than 2 MB) use a lot of your data storage capacity and are not
necessary. Please reduce the image size in an appropriate software.
Make sure to own the copyrights of the images before uploading!
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7.19 Logout
To logout from Hotelmedia News use the Logout-Button in the top right corner of the window.
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TIPP: Save your current issue before logging out to continue working on it later!
After 6 hours inactivity you will be logged out automatically. Issues not saved will be lost.
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8. Create a foreign language issue
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➡ A foreign language issue is always based on the main issue
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➡ The selected language determines which news content will be available
8.1 Select Languages
Select „Publication language selection“ in the settings tab and choose the languages you want to
use. You can select the main language and the available foreign languages.
Particular case German (Germany and Austria) - your own articles will remain the same as in the
main issue, only the news content will be added according to the country chosen.
Foreign language - Translate only your own articles. News-Articles, Weather etc. will be added
automatically in the selected language.
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8.2 Create foreign language issue
In „My Papers“ select the issue to be translated.
Click the issue to open the Popup window where you select
„create new translation“, then click the language you want to
translate.
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8.3 Example view
Title image and Logo will be displayed
automatically
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Paper Headline - define individually for
the foreign language version
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Article areas - Articles with red
background are not translated yet
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Images - are displayed automatically in
the articles to be translated
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Weather and Games - are automatically
displayed in foreign language
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Press-Articles are available via the „page
menu“ tab (selected languages available)
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8.4 Setting the foreign language publication title
In the settings menu choose „Publication design“ and enter the name in
the field „Name of the publication“
This title will be used in future publications of this language until you
change it again!
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8.5 Translate your own articles
Select the article you want to translate, then select „edit“ - a window with the original text will be
displayed on the left side of the article. Now you can translate the article directly.
Select the appropriate formatting tools from the displayed panel and edit your article.
With „save article“ the translated article will be saved, the translation is now stored with the original
title and is automatically available in future issues.
The background of the article is now displayed in white color again.
Continue with the same procedure will the other articles.
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8.6 Weather and Press-Articles
Weather forecasts and games are displayed automatically in the selected foreign language.
If Press articles are available for the selected language, they are displayed in the articles menu and
can be placed via the „page menu“ tab or individually from the article database.
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8.7 Save paper
In the left bottom corner of your window you will see „Save translated paper“, after selecting this the
PDF options will be displayed..
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8.8 Article changes in the main publication - edit translation
If you make any changes in an article of the main publication, this article will be highlighted in the
foreign language version of the publication.
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Open the translated version of your publication in „My
papers“.
Choose the publication and select „Load publication
(language)“.
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The article, which has been adapted in the main
language is now displayed with red background
again.
Select the article, a popup window informs you that
the article has been changed.
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Open the article by clicking „edit“, the window with the
original text is shown, now you can make the changes
applicable in the translation, save article.
The article will be displayed again with white background and
the changes are saved with the original article.
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Once translated, an article will automatically be displayed in
the foreign language version of your publication and don’t
need to be adapted again!
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8.9 Special case - Newscontent Germany and Austria
If your main publication is set for german (Austria) and you want to make an edition with news
content from Germany, follow the same procedure as explained above.
The difference - own articles are displayed already in german, you just add the appropriate news
content via „page menu“ or individually via article database.
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8.8 Article changes in the main publication
Changes in the articles of the main language are automatically displayed in the issue with german
news content.
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Häufige Fragen und Probleme - Inhaltsverzeichnis
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General Questions
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I can’t remember my password, can you sent it to me?
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I don’t remember my username, what can I do?
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I don’t remember the email address I used when I registered the account
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Why does it take so long until the PDF is displayed on my screen?
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My questions/problems are not solved yet!
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Layout/Printing Questions
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How can I change the Title Image of my paper?
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How can I change the Logo of my paper?
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How can I change the hotel information in the footer of my paper?
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How can I change the name and corporate color of my paper?
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When printing the A3 PDF, the backside is shown upside-down
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Article Questions
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The textfield becomes red and I cannot enter more text.
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I can’t enter text in the last row of an article with two or more columns
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The article field is to small for my text and my pictures
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I can't find the resizing-arrows in my article
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My article is to large, what can I do?
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I want to rename my articles and get them in order?
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I want to place an image in the centre of an article, not at the bottom?
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I deleted an article in the layout grid? Can I re-do this?
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How can I change the background color of my articles?
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How can I change font type, size and color in the article?
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Some News Articles are shown twice in my layout
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How can I place the weather in a different space?
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Theme: Image editing
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The images in my PDF are not sharp
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The image in the article is shown too small
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The image in the article is too large
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How can I crop a picture?
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The image in my article does not fill the whole width of the article
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9. Frequently asked questions
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General Questions
I can’t remember my password, can you sent it to me?
We don’t know your password. You can define a new password by clicking the link „Reset passport"
on the Login page. Follow the instructions there. You will receive an email with a link to reset your
password, then you can define a new password.
If you don’t receive the email please also check your junk mail-file!
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I don’t remember my username, what can I do?
Please contact our support team via [email protected], we are happy to assist you.
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I don’t remember the email address I used when I registered the account
Please contact our support team via [email protected], we are happy to assist you.
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Why does it take so long until the PDF is displayed on my screen?
For the layout where you make your newspaper we only use images with a resolution of 72 dpi to
have a faster performance for you. As soon as you click the PDF-options the low-resolution data is
changed with the high-resolution images you uploaded and the high-resolution Pdf is generated. To
ensure a better quality we use this slower, but better option to generate your PDF.
My questions/problems are not solved yet!
Please contact our support team via [email protected], we are happy to assist you.
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Layout/Printing Questions
How can I change the Title Image of my paper?
Please contact our support team via [email protected], we will reset your account
and you can upload a new title image.
How can I change the Logo of my paper?
Please contact our support team via [email protected], we will reset your account
and you can upload a new logo.
How can I change the hotel information in the footer of my paper?
Please contact our support team via [email protected], we will change these
information for you.
How can I change the name and corporate color of my paper?
Go to the „Settings“ area and click „Publication Design“. Here you can enter the new name of your
publication, change the main color as well as headline color mode and font type.
When printing the A3 PDF, the backside is shown upside-down
This is caused by the printer settings/duplex printing of your printer, please refer to the printer
manual (usually you need to use the „binding at short edge“ setting - this may vary with different
printers)
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Article Questions
The textfield becomes red and I cannot enter more text.
Articles with more columns
The text entered into the article is to long, there will be an „overflow“ column generated. Either make
the article field larger or reduce text in the article. As soon as there is enough space for the text the
color changes back to white.
Articles with one column
The text entered into the article is too long and will be „pushed up“. Either make the article field
larger or reduce text in the article. As soon as there is enough space for the text the color changes
back to white.
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I can’t enter text in the last row of an article with two or more columns
This is made to generate an overflow row for the text when generating the PDF. It is not possible to
show the text in the article field 100% the same as it will appear in the PDF, therefore this line is used
to make sure is text not lost in this process.
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The article field is to small for my text and my pictures
Use the arrows shown when you mouse-over the edges of the article field to make the article larger
in any direction. Arrows are only shown if their is enough space to resize the article. If there is no
space anymore either reduce the amount of text or delete another article to resize your article.
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I can't find the resizing-arrows in my article
1)
There is not enough space around your article to resize it.
2)
The article has a recurrence setting. First set the recurrence in the article menu to „no
recurrence“, then you can resize the article. Don’t forget to set the recurrence again afterwards.
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My article is to large, what can I do?
Reduce the article size with the arrows at the articles edges.
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I want to rename my articles and get them in order?
Articles are named by their headline . Use the option to categorize your article file and set as many
categories as you want.
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I want to place an image in the centre of an article, not at the bottom?
In the article field images can only be placed at the bottom of the article.
Tip: Use two articles, the first one with text plus your image, then use another article just below with
our headline and continue with your text. Then it will appear in the PDF with the image in the centre
of your text.
I deleted an article in the layout grid? Can I re-do this?
No, but articles are automatically saved into the article file. Just take the article from there and drag &
drop it back to the space where you deleted it.
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How can I change the background color of my articles?
The background color of your headline is defined by your corporate color settings. You can not
change it individually. The background color of the text field can’t be changed as it is part if the
defined layout.
How can I change font type, size and color in the article?
Text is always shown in black on white background or white on colored background and can not be
changed individually. Font type and size are fixed and can only be changed in the „Settings“ area.
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Some News Articles are shown twice in my layout
Due to the delivery of different types of articles from the press agencies unfortunately this can
sometimes happen. Just delete one article and drag another article from the News-Articles-File into
the place.
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How can I place the weather in a different space?
Just drag & drop the weather-icon from the article field to the space where you want it to be
displayed. Choose „edit“ - „set recurrence“ - „daily“ if you want the weather to be displayed in this
space in every issue. It will be updated automatically.
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Theme: Image editing
The images in my PDF are not sharp
You should upload images with a minimum resolution of 150 dpi or more to have a good result.
Images with 72 dpi have not enough resolution.
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The image in the article is shown too small
There is probably not enough space in the article field available, resize the article to a larger scale or
crop the picture to size or choose another image that will fit better into the available space.
If the picture does not get bigger by resizing the article is has reached its maximum size. Upload a
larger version of this picture as the software does not allow you to „blow up“ the picture which
would result in a bad quality PDF.
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The image in the article is too large
You can either crop the picture or resize the article field to a smaller size.
How can I crop a picture?
Activate the responding article field by clicking „edit“, select the picture and click the
cropping-symbol on the top right hand corner of the image. The image opens in a new
window where you can crop the picture by using the frame and save.
Tip: This will create a copy of your original picture and not destroy the original. You can crop a
picture as often as you want.
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The image in my article does not fill the whole width of the article
Images are automatically resized to the available spaceif the image is portrait style the software may
show white fields on the sides of the image. Either resize the article, crop the image or select another
image that fits into the given space.
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Your business is unique,
and so is your hotel
newspaper.
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Hit the headlines every day!
Hotelmedia Service GmbH
Zeughausgasse 3
Version 1.1 vom 24. Mai 2014
A-6020 Innsbruck
www.hotelmediaservice.com
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